University of California, Berkeley · 16 hours ago
Administrative and Operations Coordinator (4722C), Helen Wills Neuroscience Inst - #84180
Berkeley, CA
Part-time
Onsite
Entry Level
$30.58/hr - $43.80/hr
2+ years expThe University of California, Berkeley is a world-leading institution known for its academic and research excellence. They are seeking an Administrative and Operations Coordinator to provide administrative support to the HWNI Manager and HWNI Executive Director, focusing on event planning, office management, and communications.
Higher Education
No H1B
Responsibilities
Serves as HWNI’s mass communications lead and assembles, reviews, and distributes pre-written HWNI communications for internal and external clients including a quarterly newsletter and weekly seminar emails
This role also encompasses website management including adding pre-written updates, events, and social media accounts: LinkedIN, Website, News, etc
This person will also work closely with our internal technical writer and will transcribe and organize provided technical writing for appropriate outlets
This role also requires some graphic design knowledge and the ability to craft posters, newsletters, announcements, website organization, etc
Manages catering, UCB space bookings, etc. for meetings, seminars and other on-site HWNI events and occasional off-site events
This includes coordinating events large and small
Tasks include booking hotel rooms, ordering catering, managing invoices for meetings, obtaining quotes, serving as a point of contact with guest speakers attending seminars and conferences, serving as a HWNI liaison when teaming with other departments and or event coordinators
Oversees office supply auditing, ensures shared HWNI spaces are in working order, opens and follows up on tickets relating to HWNI spaces/building, receives and delivers mail, audits to ensure invoice/order accuracy, manages and directs incoming emails to HWNI spa account, oversees and liaisons facilities/vendor services, and more
Prepares internal/general correspondence, meeting invitations, meeting agendas, other general written materials, spreadsheet assembly related to clerical items/tasks, etc
Edits and proofreads written/data materials for content consistency, accuracy, and polished view
Provides guidance to student assistants
Also assists with training new hires and students on clerical and administrative tasks including UC Berkeley programs and communications
Manages and tracks internal items and corresponding spreadsheets such as the HWNI internal directory, office/lab assignments, metal keys, lab equipment, etc
Reviews and manages these data sheets, physical items, and UC Berkeley data programs (ex: BETS) with a detail and accuracy
Manages the purchasing of office supplies, catering, refreshments and more
Builds travel and entertainment quotes, invoices, and reimbursements
Manages general reimbursements
Manages and submits travel, entertainment and expense reimbursements for HWNI staff, faculty, guest speakers, and more
Utilizes multiple UCB financial programs including BearBuy, BFS, Reimbursements, BluCard, and more
Creates requests including site visits to tag, photograph and catalog equipment to prepare reports
Updates equipment management databases and connects with Faculty when questions regarding equipment arise
Participates in the UCB equipment auditing process for HWNI
Sets up audio - visual equipment (OWL camera) and zoom for regular meetings, events, and more, troubleshooting when needed
Triages and escalates administrative requests from staff, faculty and students and takes appropriate action or assigns to the appropriate personnel
Qualification
Required
At least 2 years of relevant administrative assistant experience
Strong interpersonal and customer service skills
Collaborative team player comfortable with a variety of groups
Advanced written and verbal communication skills
Effective problem-solving skills and proactive task management
Quick learner with the ability to adapt in dynamic environments
Maintain confidentiality and exercise discretion
Proficiency in producing high-quality documents and using software applications
Capable of working independently and within a team
Willingness to work across multiple locations
Experience with or ability to work in Google Suite, email, and calendaring systems
Highly detailed oriented able to spot and correct small errors with ease
Agile: able to problem solve and pivot as variables change
High school diploma and/or equivalent experience/training
Preferred
Audio-visual knowledge and experience
Benefits
Eligible for UC Benefits
Providing all of our full-time staff employees with at least 80 hours (10 days) of paid time per year to engage in professional development activities.
Company
University of California, Berkeley
A wellspring of innovation, the school occupies a 1,232-acre campus near downtown Berkeley.
10001+ employees
Funding
Current Stage
Late StageLeadership Team
Laleh Coté
Chair - Coalition for Education and Outreach (CEO)
Adam Sterling
Co-Founder, Startup@BerkeleyLaw
Recent News
2024-05-10
sloan.org
2023-10-25
Company data provided by crunchbase